Include notes in the email notification for an observation

Learn how to include notes in the email notification for an observation.

Please note: This article is intended for coach level users and above. 

Configure available widgets

First, we'll need to configure which widgets will be available for configuration. Start by going to Config > System Settings. On the System Settings page, select "Core Feature Settings" to expand the dropdown and choose "Observations." Locate the "Rubric Builder Widgets Configuration" dropdown. 

Search or scroll down to find "Shared Notes" and toggle the checkbox to allow for Shared Notes to be configured. Note: You may have multiple "Shared Notes;" make sure at least one of those is selected.  

Next, head to Config > Forms and open the form you plan to use by selecting the "Edit" icon. 

On the first screen, select "Next" in the lower righthand corner. 

On the next screen, drag "Shared Notes" to the Observation Form side and then click "Edit."

On the edit screen, you have the option to retitle the Shared Notes widget to more accurately reflect the type of notes that will be captured. For example: This note is renamed "Glows & Grows" and the description text tells the observer that the note will be shared. Toggle on the option to "Include in email" and click save. 

The Shared Notes text box will now appear on the observation form. After finalizing the form and clicking "Finalize & Notify Teacher" the notes will be included in the email. 

An example of the email an observee will receive:

Related note on Reporting:

One caveat to note is that if you'd like to get reporting on these fields, include the desired widgets on the Observation Data Report. Note, they will have the original widget name, not the new title that you added in form setup – because it might be used for different things across different forms. 

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